Data Protection Policy

Last updated: 25/05/2018


Organisation Means the organisation Choral Evensong, and its website
GDPR Means the General Data Protection Regulation.
Responsible Person Means the website director Dr Guy Hayward.
Register of Systems Means a register of all systems or contexts in which personal data is
processed by the Organisation.

1. Data protection principles

Choral Evensong cares passionately about the rights and freedoms of the general public. As
such, the Organisation is committed to processing data in accordance with its
responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in
a manner that is incompatible with those purposes; further processing for archiving
purposes in the public interest, scientific or historical research purposes or
statistical purposes shall not be considered to be incompatible with the initial
c. adequate, relevant and limited to what is necessary in relation to the purposes for
which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be
taken to ensure that personal data that are inaccurate, having regard to the
purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is
necessary for the purposes for which the personal data are processed; personal data
may be stored for longer periods insofar as the personal data will be processed
solely for archiving purposes in the public interest, scientific or historical research
purposes or statistical purposes subject to implementation of the appropriate
technical and organisational measures required by the GDPR in order to safeguard
the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data,
including protection against unauthorised or unlawful processing and against
accidental loss, destruction or damage, using appropriate technical or
organisational measures.”

2. General provisions

a. This policy applies to all personal data processed by the Organisation.
b. The Responsible Person shall take responsibility for the Organisation’s ongoing
compliance with this policy.
c. This policy shall be reviewed at least annually.
d. The Organisation shall register with the Information Commissioner’s Office as an
organisation that processes personal data.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, the Organisation
shall maintain a Register of Systems.
b. The Register of Systems shall be reviewed at least annually.
c. Individuals have the right to access their personal data and any such requests made
to the organisation shall be dealt with in a timely manner.

4. Lawful purposes

a. All data processed by the organisation must be done on one of the following lawful
bases: consent, contract, legal obligation, vital interests, public task or legitimate
interests ( see ICO guidance for more information ).
b. With full regard to these lawful bases, the Organisation collects some personal
information regarding those who use our services in order to better track the
impact of our work. In order to communicate this impact effectively, the
Organisation may choose to share anonymised, aggregated personal data supplied
to us via our website with the following:
i. Funders and major donors.
ii. Academic researchers.
iii. Strategic partners who wish to support our goals.
iv. Press.
c. The Organisation will not share non-anonymised personal information, email
addresses or other contact information in this way.
d. The Organisation shall note the appropriate lawful basis in the Register of Systems.
e. Where consent is relied upon as a lawful basis for processing data, evidence of
opt-in consent shall be kept with the personal data.
f. Where communications are sent to individuals based on their consent, the option
for the individual to revoke their consent should be clearly available and systems
should be in place to ensure such revocation is reflected accurately in the
Organisation’s systems.

5. Data minimisation

a. The Organisation shall ensure that personal data are adequate, relevant and limited
to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

a. The Organisation shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put
in place to ensure that personal data is kept up to date.

7. Archiving / removal

a. To ensure that personal data is kept for no longer than necessary, the Organisation
shall put in place an archiving policy for each area in which personal data is
processed and review this process annually.
b. The archiving policy shall consider what data should/must be retained, for how
long, and why.

8. Security

a. The Organisation shall ensure that personal data is stored securely using modern
software that is kept-up-to-date.
b. Access to personal data shall be limited to personnel who need access and
appropriate security should be in place to avoid unauthorised sharing of
c. When personal data is deleted this should be done safely such that the data is
d. Appropriate back-up and disaster recovery solutions shall be in place.

9. Cookies

a. Cookies are small files saved to the user’s computer hard drive that track and store
information about the user’s interactions with and usage of the British Pilgrimage
Trust website, and other websites.
b. Cookies are created by our website content management system. These cookies are
used to store anonymous information about you to improve your experience and
recognise you when you return to our website and login.
c. Cookies are also created by third party platforms, including Facebook, Google, and
Mailchimp, to enable and integrate with these services, and improve your browsing
experience. The privacy policies for these services are available here:
d. If users wish to prevent the use of cookies by this website, they should take all
necessary steps within their web browsers security settings to block all cookies set
by this and any third party websites.

10. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss,
alteration, unauthorised disclosure of, or access to, personal data, the Organisation shall
promptly assess the risk to people’s rights and freedoms and if appropriate report this
breach to the ICO ( more information on the ICO website ).


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